PBX/VOIP system contracts 45/2024

FOI Reference: 45/2024

Request:

1. Contract Type: Maintenance, Managed, shared (If so, please state orgs)

2. Existing Supplier: If there is more than one supplier, please split each contract up individually.

3. Annual Average Spend: The annual average spends for this contract and please provide the average spend over the past 3 years for each provider                       

4. Hardware Brand: The primary hardware brand of the organisation’s telephone system.

5. Number of telephone users:

6. Contract Duration: please include any extension periods.

7. Contract Expiry Date: Please provide me with the day/month/year.

8. Contract Review Date: Please provide me with the day/month/year.

9. Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g., Contact Centre, Communication Manager.

10. Telephone System Type: PBX, VOIP, Lync etc

11. Contract Description: Please provide me with a brief description of the overall service provided under this contract.

12. Go to Market: How where these services procured, please provide me with either the tender notice or the framework reference number. Please specify if procured through other routes.

13. Contact Detail: Of the person from within the organisation responsible for each contract full Contact details including full name, job title, direct contact number and direct email address.

14. If the service support area has more than one provider for telephone maintenance, then can you please split each contract up individually for each provider. 

15. If the contract is a managed service or is a contract that provides more than just telephone maintenance, please can you send me all the information specified above including the person from within the organisation responsible for that particular contract.

16. If the maintenance for telephone systems is maintained in-house, please can you provide me with:

• Number of telephone Users:
• Hardware Brand: The primary hardware brand of the organisation’s telephone system.
• Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g., Contact Centre, Communication Manager.
• Contact Detail: Of the person from with the organisation responsible for telephone maintenance full Contact details including full name, job title, direct contact number and direct email address.

17. Also, if the contract is due to expire, please provide me with the likely outcome of the expiring contract.

18. If this is a new contract or a new supplier, please can you provide me with a short list of suppliers that bid on this service/support contract?

Response 1:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

We have two systems, one for corporate voice and the other for the Contact Centre for 999/101 calls.  The 999 system has a break/fix contract with Westcon, the corporate system is supported in house with servers having Westcon cover (break/fix).  We have also migrated to M365 and 50% of our users are using Teams Voice.  One site has Atos telephony under a Motorola/Airwave contract)

Response 2:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

Westcon – 999/101 break/fix and corporate call manager server break/fix support.

Motorola – 10 extensions at one site.

Computercentre (Microsoft) M365 – this is not just voice, it’s for a entire suite of services/application as part of the National Enablers Programme so impossible to work out the cost for voice alone.

Response 3:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

999/101 – 2021 = £0

999/101 – 2022 = £0

999/101 – 2023 = £150k

Motorola(Atos)  system was implemented in 2023 so cant do three years.  Cost = £50k

Computercentre (Microsoft) M365 – please refer to point ‘2’ above.

Response 4:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

Cisco, Atos, M365

Response 5:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

Circa 2,200

Response 6:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

999/101 – March 2023

Telephony 999/101 - Motorola (Atos) – 7 year contract (5+1+1) – 2030.

Computercentre – Microsoft Licensing M365 – 3 + 1 – March 2026

Response 7:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

Refer to point ‘6’ above.

Response 8:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

No review dates set.

Response 9:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

999/101 – Contact Centre.

Telephony 999/101 - Motorola (Atos) – ‘just’ extensions with no features.

Computercentre – Microsoft Licensing M365 – MS Teams and associated applications.

Response 10:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

999/101 – VOIP

Telephony 999/101 - Motorola (Atos) – VOIP

Computercentre – Microsoft Licensing M365 Atos – VOIP

Response 11:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

999/101 – break fix

Telephony 999/101 - Motorola (Atos) – 10 IP phones with extensions.

Computercentre – Microsoft Licensing M365 – Microsoft Licensing National Enablers Programme for UK Policing.

Response 12:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

999/101 - Single tender action below threshold – extension of existing agreement

Motorola (ATOS) - OJEU Ref: 20220428-000001 (2022-120826)

M365 – Microsoft Licencing – CCS Framework - RM6068

Response 13:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

Faye Ryan Head of Procurement Phone +44 01267 617211 x67211 [email protected]

Mark Hall, Senior ICT Operations Manager (Delivery), (01267) 226409 [email protected]

Response 14:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

999/101 – 89.98 FTE

Atos – 10 phones (one site), number of users difficult to predict as there is no way to track usage on a per user basis.

M365 – circa 2,200 users with 50% having E5 licenses (rest with E3).

Response 15:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

999/101 – Cisco

Atos

M365 – Microsoft.

Response 16:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

999/101 – Contact Centre.

Atos – ‘just’ extensions with no features.

M365 – MS Teams and associated applications.

Response 17:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

Mark Hall, Senior ICT Operations Manager (Delivery), (01267) 226409 [email protected]

Response 18:

I can confirm that Dyfed-Powys Police does hold the information requested, as outlined below.

999/101 – already expired, however a break/fix maintenance contract is in place, will be replaced by full roll out of Telephony 999/101.

Telephony 999/101 – New contract - Motorola; NEC

Microsoft Licensing/M365 – contract will be re-tendered via relevant framework at time.

                                                                                                           

It should be noted that as a result of the systems adopted by Dyfed-Powys Police in relation to the recording of such information that the information released may or may not be accurate.

(This is a response under the Freedom of Information Act 2000 and disclosed on 30/01/2024)